Sales & Operations Coordinator / Executive Assistant

About Caltron Security

Caltron Security Services is an established electronic security systems integrator serving commercial, institutional, and critical infrastructure customers throughout the New York metropolitan area.

We specialize in video surveillance, access control, perimeter security, and integrated security solutions.

We are seeking a highly organized, detail-oriented Sales & Operations Coordinator to support our leadership team with sales administration, customer communications, proposal preparation, and operational coordination.

This is an excellent opportunity for a recent college graduate or early-career professional interested in business operations, technology, and process improvement.

The ideal candidate is proactive, technologically proficient, and comfortable managing multiple responsibilities in a fast-paced environment.

Key Responsibilities

1. Sales Support & Proposal Preparation — Approximately 40%

• Assist with preparing customer proposals and estimates using existing Excel templates
• Review previous proposals to identify similar projects and applicable equipment
• Organize walkthrough notes, customer requirements, and project documentation
• Use ChatGPT and other approved AI tools to help prepare preliminary proposals and scopes of work
• Maintain and organize a library of previous estimates, proposals, and standard documentation
• Assist with tracking outstanding proposals and following up on pending opportunities.
• Coordinate customer requests for site walkthroughs and new project estimates
• Ensure proposals are properly formatted, organized, and ready for management review

All technical specifications, equipment selections, and pricing will be reviewed and approved by management.

2. Executive & Administrative Support — Approximately 35%

• Monitor and organize incoming emails through delegated Microsoft Outlook access
• Identify important customer requests and flag time-sensitive matters
• Draft professional email responses for management review and approval
• Manage calendars, meeting invitations, reminders, and follow-up tasks
• Track outstanding customer requests and ensure timely follow-through
• Coordinate internal meetings and customer appointments
• Maintain organized records of correspondence and pending action items
• Provide administrative support to company leadership

Initially, all external communications will require management approval before being sent.

3. Sales & Operations Coordination — Approximately 10%

• Assist with processing incoming customer purchase orders
• Match purchase orders to corresponding proposals and estimates
• Update customer opportunities and project records in ServiceTitan
• Help ensure newly awarded projects enter the company’s internal review and scheduling workflow
• Coordinate with dispatch, purchasing, and management to communicate new project requirements
• Track outstanding customer requests and help ensure they reach the appropriate department
• Maintain accurate customer and project records

This position supports administrative coordination and information flow rather than direct field management, dispatching, or technical project management.

4. AI Tools & Process Improvement — Approximately 15%

• Help organize existing company documents for use with approved AI tools
• Assist with developing standardized proposal templates and workflows
• Identify opportunities to streamline repetitive administrative tasks
• Support improvements to the company’s use of Microsoft 365, ChatGPT, Excel, and ServiceTitan
• Document recurring procedures and administrative workflows

Prior AI development or programming experience is not required.

Required Qualifications

• Excellent organizational skills and strong attention to detail
• Strong written and verbal communication skills
• Proficiency with Microsoft Excel, Outlook, and Word
• Ability to manage multiple priorities and follow through independently
• Comfortable learning new software and technology
• Strong problem-solving skills and willingness to take initiative
• Ability to work independently in a remote environment
• Professional judgment when handling confidential information
• U.S.-based, with availability during Eastern Time business hours

Preferred Qualifications

• Associate’s or bachelor’s degree in business administration, management, communications, or a related field
• Previous administrative, sales support, or internship experience
• Familiarity with Chat…